Executive Assistant

POSITION TITLE: Executive Assistant

FSLA STATUS: Non-Exempt

REPORTS TO: President & CEO

WAGE: $31-33/hr (DOE)

LOCATION: Onsite

MEND-Meet Each Need with Dignity is a nonprofit organization headquartered in Pacoima, CA serving the crisis needs of the most vulnerable community members. Operating the San Fernando Valley’s most extensive Community Nourishment Programs, MEND distributes almost 4 million pounds of good food a year. And, in alignment with MEND’s mission and long-term commitment to strengthen families and the community, MEND helps individuals address and overcome the long-term challenges that have kept them from thriving through our more intensive services and programs.

JOB SUMMARY: Reporting to the President & CEO, the Executive Assistant supports the President & CEO in facilitating day-to-day management of the organization and serves as liaison to the Board of Directors on administrative matters. Additionally, this position provides clerical and administrative support to the C-Suite and executive team.

ESSENTIAL FUNCTIONS:

1. Serves a first point of contact for the office of the President & CEO; manages the calendar of the President & CEO and other executives.

2. Serves as liaison to the Board of Directors overseeing administrative functions such as coordination and development of agendas, collecting and posting relevant documents, taking contemporaneous minutes of Board and Committee Meetings, organizing meetings (virtual and in-person), setting up meeting rooms, arranging hospitality/food, A/V needs, etc. Maintains virtual and physical confidential records and files of Board meetings.

3. Assist C-Suite and executive teams with various clerical functions and meeting prep, including but not limited to preparing agendas and materials, taking notes, and coordinating action items, as well as file and records maintenance.

4. Support the COO maintaining confidential records such as human resource files, annual benefits elections, employment applications, support with maintaining inventory of IT assets, and various facility needs.

5. Support the CFO/finance department with timely completion and submission of invoices, audit documents, filing, and other administrative support.

6. Assist the Chief Development Officer with recordkeeping, databases, mailings, e-blasts, and event; provides back-up support during development/marketing/events team vacations and other absences, if needed.

7. Organize meetings with partners, donors, foundations, and other stakeholders on behalf of the President& CEO and the Chief Development Officer.

8. Supports timely completion of purchase requests, contracts, grant agreements and other documents; maintains document destruction schedules according to company policy.

9. Independently composes and formats letters, spreadsheets, PowerPoints, and other documents as required.

10. Maintains an efficient and orderly administrative suite and break room, ensures office equipment is maintained in working condition and supplies are sufficient and organized. Orders office supplies for all departments.

11. Other duties and special projects, as assigned.

QUALIFICATIONS:

• Bachelor’s degree preferred; will consider a similar combination of education and experience

• Highly professional with 3 years of executive level administrative experience preferably in nonprofit organizations; experience setting Board agendas, taking Board meeting minutes, and maintaining official Board records preferred

• Adaptable work style with strong customer service skills

• Excellent verbal and written communication skills

• Able to prioritize tasks and meet deadlines

• Excellent MS Office Skills: Word, Excel, PowerPoint, Outlook; comfortable with databases

• High level of integrity; able to handle confidential and sensitive information with discretion

• Ability to take initiative, anticipate needs and exercise sound judgment

• Bi-lingual English/Spanish a plus

• Experience interacting and supervising volunteers a plus

TIME COMMITMENT: Full time 70 hours per pay period; may include some evening and weekends and local travel.

MEND, named the 2022 & 2023 Daily News Reader’s Choice FAVORITE WORKPLACE, is an equal opportunity employer committed to a diverse and inclusive workforce. We foster a culture that honors different perspectives, opinions, and backgrounds. Company culture is at our core.

Culture

- Warm and welcoming environment

- Staff and volunteers have a passion for making the world a better place

- Investment in, care and appreciation for all employees

- Celebrate success together at staff meetings, annual holiday celebration and for outstanding achievements

- Emphasizes personal and professional skill development through quarterly performance appraisals and regular 1:1 meetings with management

- Commitment to program excellence and impact

Core Values

- Excellence in programs, outcomes, and operations

- Informed, holistic approaches through active listening and credible messengers

- Integrity in our actions, building trust in our community and donors

- Transparency and integrity in all we do

- Dignity & respect for those we serve and each other

BENEFITS:

• 100% of basic employee health coverage and life insurance paid for by employer. Dental coverage paid at 50% by employer; Vision coverage paid for by employee. May elect to purchase a PPO plan or obtain coverage for eligible family members at their own cost.

• 10 days of sick leave granted annually (pro-rated for part-time employees); ability to carry over up to 70 hours of unused sick time.

• MEND provides vacation benefits to all full-time and part-time employees for the purpose of giving them a period of rest and relaxation away from work with pay. New employees accrue vacation at a rate of 2 weeks per year.

• Option to participate in employer sponsored 403B retirement plan.

• 13 paid days off: 11 holidays, 2 personal days (birthday and work anniversary).

• Compelling work culture and values. MEND is an equal opportunity employer committed to a diverse and inclusive workforce. We foster a culture that honors different perspectives, opinions, and backgrounds. Company culture is at our core.

Culture

• Warm and welcoming environment

• Staff and volunteers have a passion for making the world a better place

• Investment in, care and appreciation for all employees

• Celebrate success together at staff meetings, annual holiday celebration and for outstanding achievements

• Emphasizes personal and professional skill development through quarterly performance appraisals and regular 1:1 meetings with management

• Commitment to program excellence and impact

Core Values

• Excellence in programs, outcomes, and operations

• Informed, holistic approaches through active listening and credible messengers

• Integrity in our actions, building trust in our community and donors

• Transparency and integrity in all we do

• Dignity & respect for those we serve and each other

All positions contingent on continued funding.

All County-funded workforce members must be fully vaccinated against COVID-19 as a condition of employment. Successful candidates for this position will be required to submit proof of vaccination against COVID-19 or request an exemption for qualifying

medical or religious reasons during the onboarding process. Candidates should not present proof of vaccination until instructed to do so by the hiring department.

To apply, please submit cover letter and resume to jobs@mendpoverty.org by March 31, 2024.

The above statements reflect the essential functions considered necessary to describe the principal content of the job. They are not intended to be a complete statement of all work requirements or duties that may be inherent in the job. MEND is an equal opportunity employer.

Job Type: Full-time

Pay: $31.00 - $33.00 per hour

Expected hours: 35 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Weekends as needed

Application Question(s):

• Experience in Nonprofit organizations
• Experience in taking contemporaneous minutes of Board meetings

Experience:

• Executive administrative support: 3 years (Required)

Work Location: In person